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Welcome to the Year-End Finance Session! �

Open Labs Schedule:

NCREC and SCREC

TBD if possible

We will use your�Production Environment for Finance Year-End Closing Review

PeopleSoft Support can answer your questions about how to use PeopleSoft for year-end closing and support activities. Create an incident ticket in Service Portal for assistance.

PeopleSoft Support

The Financial Accounting department can help answer questions regarding due dates and deadlines. They support the opening and closing of periods, SACS extract errors, and combo edits.

FAR

Who do I go to for help with Year-End Closing Finance activities?

Which resources are available for Year-End Closing for Finance?

AP1: Accounts Payable
AR1: Accounts Receivable
GL1: General Ledger
KK1: Commitment Control
QY1: Query Viewer
Finance Year End Closing Guide
Closing and Finalizing Purchasing Documents

Guides

Closing and Finalizing Purchasing Documents webinar

Video Tutorials

Budget Inquiry
Direct Journal Deposits
Finance Queries
Finance Workflow
Supplier Management

Demos

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Year-End Finance Deadlines

Accounts Payable

Last day to enter Vouchers is June 25
2019-20 Commercial Warrants last day to cancel warrants June 29

Accounts Receivable

All deposits to Chase bank are due by close of business on June 25

General Ledger

All Auditor’s Transfers (AT) are due to SDCOE�Financial Accounting by 10:00 am on June 29

DEADLINES

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Objectives

Explain the Year-End Closing Finance tasks
Understand how to identify, manage, and reconcile items for

Accounts Payable
Accounts Receivable
General Ledger
Commitment Control

Identify the resources available for Year-End Closing Finance

Guides and Job Aids
Webinars, Third Thursday Demos, Video Tutorials

BY THE END OF THE SESSION,YOU WILL BE ABLE TO:

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About the Guide

The guide is divided into Sections. For example, Accounts Payable or Accounts Receivable.
The guide is then separated by Parts. For example, Part A: Manage Unpaid Vouchers.
For each Part, there are Steps. For example, Identify Unpaid Vouchers.
For some Steps, there are Process Options to complete the Step. For example, Delete a Voucher.
For each Process Option, guide references for directions are referenced.
Checklists and flowcharts are provided for each Part.
Due dates are stated (when appropriate) for each Step.

UNDERSTANDING THE FINANCE YEAR-END SECTIONS

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PART A:�Manage Unpaid Vouchers

How can I find my unpaid vouchers? �Where can I find my match exceptions and vouchers with budget errors?

ACCOUNTS PAYABLE (AP)

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Accounts Payable Resources

Month	Demo	Details
December 2015 Finance Supplier Management Audience: Finance staff, anyone who maintains supplier information	Finance Queries	Description: In this Third Thursday Demo, we demonstrate how to input and update supplier information.
September 2018 Finance AP Voucher Import Audience: Finance staff, anyone who enters direct vouchers	Direct Voucher Import	Description: This video tutorial demonstrates how to mass import direct vouchers.

Screens:

Regular Entry
WorkCenter
Suppliers

Third Thursday Demo and Video Tutorial

Guides & Job Aids

AP1 Accounts Payable

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Step 1. What method(s) will you use�to identify unpaid vouchers?

Method 1: Run queries. Go to Box 2.
Method 2: Run reports. Go to Box 3.
Method 3: Accounts Payable Work Center. Go to Box 4.

Method 1:�Run queries

Select the appropriate query or queries.
Go to Box 5 or 6.

Step 2A. Do you have unpaid vouchers?

YES, I HAVE A VOUCHER WITH NO VALID BUDGET
Option 1: Correct errors, budget check Voucher and submit for approval.
Option 2: Go to Box 7 and do Process Option 2.

YES, I HAVE A VOUCHER THAT HAS NOT BEEN MATCHED
Option 1: Correct matching errors, run matching process and submit for approval.
Option 2: Go to Box 7 and do Process Option 2.

YES, I HAVE A VOUCHER THAT HAS BEEN MATCHED AND A VALID BUDGET
Option 1: For approved vouchers; voucher is schedule to pay. For pending vouchers; pending approval at district or SDCOE Commercial Warrants. For denied vouchers; correct the voucher and submit for approval.
Option 2: Go to Box 7 and do Process Option 2.

YES, I HAVE A VOUCHER THAT HAS BEEN MATCHED, VALID BUDGET, AND APPROVED
Option 1: Wait for the scheduled payment.
Option 2: Go to Box 7 and do Process Option 2.

YES, I HAVE A VOUCHER THAT IS INCOMPLETE
Option 1: Go to Box 7 and do Process Option 1.
Option 2: Go to Box 7 to do Process Option 2.

Step 2B. Do you need �to create any remaining vouchers for received

Items/Goods or Services?

YES, I HAVE A VOUCHER TO CREATE FOR RECEIVED ITEMS/GOODS OR SERVICES
Option 1: Create the voucher.
Option 2: Go to Box 7 and do Process Option 2.

Step 3. How will

you reconcile your �unpaid vouchers?

Process Option 1: Complete Voucher process and submit for approval.
Process Option 2: Delete the voucher.

Step 5. Repeat Step 1-4 as necessary until desired results.

Step 4. Accounts Payable �Accrual – SDCOE FAR

Process Option 1: Enter items received, using a June date
Process Option 2: Create a Journal entry

p. 9

Method 2:�Reports

Select the appropriate report or reports.
Go to Box 5 or 6.

Method 3:�AP WorkCenter

Use search criteria to identify and review unpaid vouchers.
Go to Box 5 or 6.

YEAR-END CLOSING ACCOUNTS PAYABLE FLOWCHART

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STEP 1: Identify Unpaid Vouchers

Queries

Export to Excel to filter, sort, and create pivot tables
Run to get a quick glance of information
Cannot drill down to full details of the voucher

Reports

Use Run Control ID and parameters
View information in PDF format
Cannot drill down to the full details of the voucher

AP WorkCenter

One-stop shop for viewing vouchers, creating/deleting vouchers, accessing suppliers, and running reports and queries
Can drill down to the full details of the voucher
Download to Excel from the results page

3 METHODS – USE ONE OR MANY

p.11

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Method 1: AP Queries

pp.11-12

STEP 1

AP QUERIES

M_AP_PRELIST_UNPAID_REMIT_ADDR
M_AP_UNPAID_VCHR

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Method 2: AP Reports

AP REPORTS

Open Liability Reconciliation - detail
Match Exceptions
Voucher Activity
Payment History by Supplier
Supplier Balance

STEP 1

pp.11-12

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Method 3: AP WorkCenter

pp.11-12

AP WORKCENTER

One-stop shop for Accounts Payable actions

STEP 1

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Take Action on Unpaid Vouchers�(if applicable)

p.13

STEP 2A

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Take Action on Unpaid Vouchers�(if applicable)

p.13

STEP 2A

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Take Action on Unpaid Vouchers�(if applicable)

p.13

STEP 2A

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Take Action on Unpaid Vouchers�(if applicable)

p.14

STEP 2A

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Create Vouchers for Received Goods and Services (if applicable)

p.14

Use the Regular Entry page to create and process vouchers

Direct�Voucher

Voucher from a PO

PO/Receipt Voucher

Asset PO Voucher

PO Voucher (Amount Only)

PO Voucher (Finalize Document)

STEP 2B

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Reconcile Vouchers

PROCESS OPTIONS – USE ONE OR MANY

Finalize voucher

Final flag the voucher when it is the last payment for the Purchase Order.

Delete voucher

Unposted, un-match, and un-finalize the voucher.

pp.14-15

STEP 3

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Process Option 1: Finalize voucher

p.14

Use the Regular Entry page to finalize the voucher

This function will finalize all lines of distribution for the voucher

STEP 3

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Process Option 2: Delete voucher

p.15

To delete a voucher it must be:

Un-posted
Un-finalized
Un-matched

Use this function when the voucher is no longer needed

STEP 3

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Repeat Steps 1 - 4 as necessary

Step 1

Identify unpaid vouchers

Step 2A

Take action on unpaid vouchers

Step 2B

Create vouchers for received Goods and Services for payment

Step 3

Reconcile vouchers

Step 4

Accounts Payable Accruals

Step 5

Repeat Steps 1-4 as necessary until desired results.

MANAGE UNPAID VOUCHERS

STEP 5

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Reviewing Voucher Status

AP WorkCenter

Activity #1

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Manage Deposits

Ensure your monies are deposited

Complete deposit processing

Clear 9140000 balances

ACCOUNTS RECEIVABLE (AR)

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Accounts Receivable Resources

Month	Demo	Details
March 2015 Finance Query Viewer Audience: Finance staff, anyone who exports data to Excel	Finance Queries	Description: We demonstrate how to use the Query Viewer screen and show some sample Finance queries to run as HTML (for viewing onscreen) and Excel. We also explain how to create simple pivot tables in Excel using the exported data.
October 2015 Finance Accounts Receivable Audience: Finance staff, anyone who exports data to Excel	Direct Journal Deposits	Description: This demo focuses on the creation of Direct Journal Deposits in PeopleSoft Finance and troubleshooting.

Screens:

Regular Deposit
Create Accounting Entries
Generate Journals
Modify Accounting Entries

Third Thursday Demos

Guides & Job Aids

AR1 Accounts Receivable

p. 20

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Step 1A. Ensure monies are deposited

All monies must be deposited to Chase bank by close of business on the date designated by Financial Accounting (See Important dates handout). Go to Box 2.

Step 1B: Complete Deposit processing

Follow the steps to complete deposit processing. Go to Box 3.

Step 2. Do you need to take action on 9140 balances?

YES, I NEED TO KEEP THE DEPOSIT
Option: Contact SDCOE Financial Accounting and request the deposit to be posted. Go to Box 4.

NO, I DON’T NEED THE DEPOSIT
Option: Have your district PeopleSoft Finance contact create a ServicePortal Incident with the CRC. Go to Box 4.

Step 3. Repeat Steps 1-2 as necessary until desired results.

p.21

YEAR-END CLOSING ACCOUNTS RECEIVABLE FLOWCHART

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Year-End Closing AR Checklist

p.22

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STEP 1A: Ensure Monies are Deposited

ALL DEPOSITS DUE TO

CHASE BANK

BY JUNE 25

p.23

Accounts Receivable –

Direct Journal Deposit Processing

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STEP 1B: Complete Deposit Process

How to check for

Deposits not completed

Activity #2

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STEP 1B. Complete Deposit Process

p.23

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Step 2: Clear 9140 balances�(if applicable)

Clear 9140 balances

Work with your Finance department to clear 9140 balances

p.23

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STEP 3: Repeat Steps 1 - 2 as necessary

Step 1

Ensure monies are deposited to Chase Bank by close of business day on June 27 of the current fiscal year

Step 2

Clear 9140 balances

Step 3

Repeat steps 1-3 as necessary until desired results

MANAGE DEPOSITS

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Part A: Manage General Ledger Journals Not Posted

How will I find my GL Journals Not Posted?

Can I delete a GL Journal I no longer need?

GENERAL LEDGER (GL)

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General Ledger Resources

pp. 25-26

Screens:

Query Viewer
Create/Update Journal Entries
Ledger Inquiry

Third Thursday Demos

Guides & Job Aids

GL1 General Ledger
QY1 Query Viewer
Finance Query Reference Guide

Month	Demo	Details
March 2015 Finance Query Viewer Audience: Finance staff, anyone who exports data to Excel	Finance Queries	Description: We demonstrate how to use the Query Viewer screen and show some sample Finance queries to run as HTML (for viewing onscreen) and Excel. We also explain how to create simple pivot tables in Excel using the exported data.

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p.27

PART A: MANAGE GENERAL LEDGER JOURNAL NOT POSTED

YEAR-END CLOSING GENERAL LEDGER FLOWCHART

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Year-End Closing GL Checklist

p. 28

Part A: Manage General Ledger Journals Not Posted

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Deadline Reminder

ALL AUDITOR’S TRANSFERS (AT) ARE DUE TO SDCOE FINANCIAL ACCOUNTING�BY 10:00 AM ON JUNE 29

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STEP 1: Identify GL Journals Not Posted

Queries

Export to Excel to filter, sort, and create pivot tables
Run to get a quick glance of information
Cannot drill down to full details of the journal

Create/Update Journal Entries

Search GL Journals Not Posted by Header Status not = Posted to Ledger. Ignore “Unposted Journals”
Can drill down to the full details of the journal

2 METHODS – USE ONE OR MANY

p.29

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Method 1: GL Queries

GL QUERIES

FAR_GL_JE_WITH_HEADER_ERROR
FAR_GL_JE_WITH_KK_ERRORS

STEP 1

p.29

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Method 2: Create/Update Journal Entries Page

Create/Update Journal Entries

Search for GL Journals

STEP 1

p.30

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Take action on GL Journals Not Posted�(if applicable)

PROCESS OPTIONS – USE ONE OR MANY

Copy Journal Entries

A. Copy the journal and date in a open period.

B. Delete the original journal.

Edit Journal Lines

Use this function when the journal is not balanced by debits/credits

Review Combo Edit Data

A. If the combination should be valid, contact SDCOE FAR and request the combination to be added.

B. Next, make corrections.

Budget Journal Adjustment or Transfer

Review the Chartstring information, verify no budget exists, and add the budget journal adjustment or transfer

Add missing Chartfield values

Add the missing Chartfield values as required by your district budget setup

p. 29-31

STEP 2

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Process Option 1: Copy Journal Entries

p. 31

Period Not Open

If you don’t need the journal, you’ll delete it in Step 3.

STEP 2A

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Process Option 2: Edit Journal Lines

Journal is not balanced (Debits/Credits)

If you don’t need the journal, you’ll delete it in Step 3.

STEP 2A

p. 31

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Process Option 3: Review Combo Edit Data

p. 32

Combo Edit Errors

If you don’t need the journal, you’ll delete it in Step 3.

STEP 2A

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Process Option 4:�Budget Journal Adjustment or Transfer

p.32

No Budget Exists

If you don’t need the journal, you’ll delete it in Step 3.

STEP 2A

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Process Option 5:�Add Missing ChartField Values

p.33

FUND

RESOURCE

OBJECT

SITE

If you don’t need the journal, you’ll delete it in Step 3.

STEP 2A

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Delete GL Journals Not Posted�(if applicable)

p. 33

PROCESS OPTION – SELECT BELOW

Create/Update Journal Entries

Use Delete from the Process drop down

STEP 3

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Repeat Steps 1 - 3 as necessary

Step 1

Manage General Ledger Journals Not Posted

Step 2

Take action on General Ledger Journals Not Posted

Step 3

Complete General Ledger Journals Not Posted

Step 4

Repeat Steps 1-3 as necessary until desired results.

MANAGE GENERAL LEDGER JOURNALS NOT POSTED

STEP 4

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Manage General Ledger Journals

How to check for

General Ledger Journals Not Posted

Activity #3

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PART B: Clear Suspense

How do I find my Suspense balances?

GENERAL LEDGER (GL)

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p.34

PART B: CLEAR SUSPENSE BALANCES

YEAR-END CLOSING GENERAL LEDGER FLOWCHART

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Year-End Closing GL Checklist

Part B: Clear Suspense Balances

p. 35

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STEP 1: Identify Suspense Balances

Queries

Export to Excel to filter, sort, and create Pivot tables; cannot drill down to the journal details

Ledger Inquiry

Review your suspense balances and drill down to the full details of the journal

2 METHODS – USE ONE OR MANY

p. 36

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Method 1: GL Queries

p. 36

GL QUERIES

FAR_GL_ACTUALS_3_FD_RES_7OBJ
FAR_GL_DETAILS

STEP 1

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Method 2: Ledger Inquiry

p. 37

Similar to the TRANS screen in FIS
Displays YTD balances and monthly totals

STEP 1

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STEP 2: Find Supporting Documentation

p. 37

PROCESS OPTIONS – USE ONE OR MANY

Find Financial Accounting (FA) Journals

Contact the SDCOE Financial Accounting department to locate FA journals

Find Auditor’s Transfers (AT) Journals

Go to the FIS login and the supporting documentation will be attached

Find Pay Journals

Run the M_BETTERPEDR and FAR_PEDR_DATE_RANGE queries

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Process Option 1:�Find Financial Accounting (FA) Journals

CONTACT SDCOE FINANCIAL ACCOUNTING DEPARTMENT

STEP 2

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Process Option 2:�Find Auditor’s Transfers (AT) Journals

p. 37

Step 1: Go to Create/Update Journal Entries in PeopleSoft to find you Auditors Transfers.
Step 2: See if Supporting documentation is attached
Step 3: If no attachments go to SD County Auditor Posted Documents site: https://ims.sdcoe.net/fisauditors/
Step 3: Supporting documentation will be attached

NOTE: If you need assistance with your FIS login, please contact SDCOE Financial Accounting

Consideration: ATs created by Financial Accounting in FIS may take 1-2 days to post in PeopleSoft since it is a manual process

STEP 2

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Process Option 3: Find Pay Journals

p. 37

STEP 2

Run the M_BETTERPEDR query

Run the FAR_PEDR_DATE query to identify employees there were charged to suspense

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STEP 3: Take Action on Suspense Balances�(if applicable)

p. 38

CREATE/UPDATE JOURNAL ENTRIES
Do you need to move money to an appropriate ChartString within the same fund?	Create a District Office (DO) journal for the same fund

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STEP 3. Take Action on Suspense Balances�(if applicable)

p. 37

CREATE/UPDATE JOURNAL ENTRIES
Do you need to move money to an appropriate ChartString between funds?	Create an Auditor’s Transfer (AT) journal for a different fund

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STEP 4: Repeat Steps 1-3 as necessary

Step 1

Identify Suspense Balances

Step 2

Find supporting documentation

Step 3

Take action on Suspense Balances

Step 4

Repeat Steps 1-3 as necessary until desired results.

CLEAR SUSPENSE

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Clear Suspense Balances�(if applicable)

How to check for

Suspense Balances

Activity #4

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PART C: Clear 9140 Balances

How do I find my 9140 balances?

GENERAL LEDGER (GL)

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PART C: CLEAR 9140 BALANCES

p. 39

YEAR-END CLOSING GENERAL LEDGER FLOWCHART

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Year-End Closing GL Checklist

Part C: Clear 9140 Balances

p. 40

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STEP 1: Identify 9140 Balances

Queries

Export to Excel to filter, sort, and create Pivot tables; cannot drill down to the journal details

Ledger Inquiry

Review your 9140 balances and drill down to the full details of the journal

2 METHODS – USE ONE OR MANY

pp. 41-42

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Method 1: GL Queries

p. 41

GL QUERIES

FAR_GL_ACTUALS_3_FD_RES_7OBJ
FAR_GL_DETAILS

STEP 1

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Method 2: Ledger Inquiry

p. 41

Displays YTD balances and monthly totals

STEP 1

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STEP 2: Take action on 9140 balances�(if applicable)

	CREATE/UPDATE JOURNAL ENTRY
Do you still need the deposit?	Option 1: When you need the deposit Step 1: Complete the deposit process. Step 2: Contact SDCOE Financial Accounting and Request the deposit to be posted.
Do you still need the deposit?	Option 1: When you don’t need the deposit Have your district PeopleSoft Finance contact create a Service Portal Incident request or call 800-289-1500 and press “2” for Finance to reach the PeopleSoft Support group for help with clearing the deposit.

p. 42

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STEP 3: Repeat Steps 1-2 as necessary

Step 1

Identify 9140 Balances

Step 2

Take action on 9140 balances

Step 3

Repeat Steps 1-2 as necessary until desired results.

CLEAR 9140 BALANCES

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Step 2: Clear 9140 Balances�(if applicable)

How to check for

9140000 balances

Activity #5

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PART D: Run SACS Extract

Let’s review the steps for running your SACS extract for Year-End

GENERAL LEDGER (GL)

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STEP 1-3: SACS Extract

Step 1

Create a SACS extract

Step 2

If necessary, take action on errors (TRCs) found on the SACS extract reports

Step 3

Run your SACS extract until desired results

3 STEPS – PROCEED AS NECESSARY

pp.43-44

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PART E: Year-End Adjustments

How will I complete my year-end adjustments?

GENERAL LEDGER (GL)

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Year-End Adjustments (Non-Reversal) �Accrual Entries & Year-End Adjustments (Reversal)

p. 45-48

You will do your year-end adjustments (non-reversals) after June of the current fiscal year has closed.

You will do your accrual entries and year-end adjustments (reversals) after June of the current fiscal year has closed. See pg. 46 for reversal options.

Watch dates for the Journal, Budget Period and Budget date so they are all in agreement.

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PART A:�Manage Budget Journals

How will you manage your budget journals?

COMMITMENT CONTROL (KK)

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Step 1. What method(s) will you use�to identify budget journals not posted?

Method 1: Mass Delete Budget Journals. Go to Box 2.
Method 2: Enter Budget Journal. Go to Box 3.
Method 3: Enter Budget Transfer. Go to Box 4.

Method 1:�Mass Delete Budget Journals

Use search criteria to identify and review journals. �Go to Box 5.

Method 2: Enter Budget Journal

Use search criteria to identify and review journals.�Go to Box 5.

Method 3: Enter Budget Transfer Journal

Use search criteria to identify and review journals.�Go to Box 5.�

Step 2. Do you have None, Checked Only, or Error journals?

YES, I HAVE NONE JOURNALS
Option 1: Complete the normal budget process.
Option 2: Go to Box 6.

YES, I HAVE CHECKED ONLY JOURNALS
Option 1: Complete the normal budget process.
Option 2: Go to Box 6.

YES, I HAVE ERROR JOURNALS
Option 1: Correct the error and complete the normal budget process.
Option 2: Go to Box 6.

Step 3. Do you need to delete a budget journal? �

YES, I HAVE A JOURNAL TO DELETE

Process Option 1: Delete using the Mass Delete Budget Journals page

Process Option 2: Delete using the Enter Budget Journal page

Process Option 3: Delete using the Enter Budget Transfer page

Step 4. Repeat Steps 1-3 as necessary until desired results

PART A: MANAGE BUDGET JOURNALS

p. 52

YEAR-END CLOSING COMMITMENT CONTROL (KK) FLOWCHART

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Year-End Closing Commitment Control Checklist - Journals

p.53

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STEP 1: Identify Budget Journals

Mass Delete Budget Journals

This page allows you to search and review the information about your budgets journals that have not been posted

Enter Budget Journals

Search and review the budget adjustment journals not posted. Search Budget Journals Not Posted by Header Status not = Posted.

Enter Budget Transfer

Search and review the budget transfer journals not posted. Search Budget Journals Not Posted by Header Status not = Posted.

3 METHODS – USE ONE OR MANY

pp. 54-55

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STEP 2: Take Action on Budget Journals�Not Posted

p. 56

Budget Journals Not Posted
Status	Action Options
None (N)	Option 1: Complete the normal budget process Option 2: Delete the budget journal
Checked Only (C)	Option 1: Complete the normal budget process Option 2: Delete the budget journal
Error (E)	Option 1: Correct the error and complete the normal budget process Option 2: Delete the budget journal

OPTIONS TO SELECT – USE ONE OR MANY

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STEP 3: Delete Budget Journals Not Posted

pp. 56-57

PROCESS OPTIONS – USE ONE OR MANY

Mass Delete Budget Journals

Use this page to delete journals en masse

Add/Update Budget Journal

Use this function to delete a budget journal

Add/Update Budget Transfer

Use this function to delete a budget transfer journal

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Process Option 1: Delete using the Mass Delete Budget Journals page

p. 56

Delete journals en masse

STEP 3

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Process Option 2: Delete Using�Enter Budget Journals

p.57

STEP 3

Delete the journal directly from this page

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Process Option 2: Delete Using�Enter Budget Transfers

STEP 3

Delete the journal directly from this page

p.57

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STEP 4: Repeat Steps 1-3 as Necessary

Step 1

Identify budget journals not posted

Step 2

Take action on budget journals not posted

Step 3

Delete budget journals not posted

Step 4

Repeat Steps 1-3 as necessary until desired results

MANAGE BUDGET JOURNALS

NOT POSTED

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PART B:�Manage Negative Budgets

How will you manage your negative budgets?

COMMITMENT CONTROL (KK)

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Step 1. Identify negative budgets

Method: Use built-in reports. Go to Box 2.

Methods:�Revised Budget Summary Report

Budget Status Report

Use the reports to identify negative budgets. Go to Box 3.

Step 2. Do you need to take action on negative budgets?

YES, I HAVE A NEGATIVE BUDGET
Option 1: Complete a budget transfer.
Option 2: Move expenses to another budget

Step 3. Do you need to reconcile negative budgets?

YES, I NEED TO RECONCILE
Process Option: Delete the budget journal

Step 4. Repeat Steps 1-3 as necessary until desired results.

PART B: MANAGE NEGATIVE BUDGETS

p. 58

YEAR-END CLOSING COMMITMENT CONTROL (KK) FLOWCHART

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Year-End Closing Commitment Control Checklist - Negative Balance

p. 59

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STEP 1: Identify Negative Budgets

Revised Budget Summary Report

Budget Status Report

Use these reports to look up budget details (actuals, encumbrance, pre-encumbrance, and remaining balance) for budgets.

USE THESE METHODS

p. 60

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STEP 2: Take Action on Negative Budgets

p. 60

Options to take action on Negative Budgets
Status	Action Options
When you see a negative budget	Option 1: Do a budget transfer Option 2: Move expenses

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STEP 3: Reconcile Negative Budgets

p. 61

PROCESS OPTIONS – USE ONE OR MANY

Complete Budget Transfer

Use this function when you need to move money from one budget to another budget.

Move Expenses to Another Budget

Use this function when you need to increase or decrease a budget.

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STEP 4: Repeat Steps 1-3 as necessary

Step 1

Identify negative budgets

Step 2

Take action on negative budgets

Step 3

Reconcile negative budgets

Step 4

Repeat Steps 1-3 as necessary until desired results

MANAGE NEGATIVE BUDGETS

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PART C: Compare KK_REVENUE and KK_DETAIL Budgets

How will you compare these two budgets?

COMMITMENT CONTROL (KK)

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Step 1. Identify KK_REVENUE and KK_DETAIL budgets

Method: Run a query. Go to Box 2.

Method 1:�Run query

Run the FAR_BUDGET_COMPARE_REV_EXP query. Go to Box 3.

Step 2. Do you need to take action on balancing KK_REVENUE and KK_DETAIL revised budgets?

YES, I NEED TO BALANCE KK_REVENUE AND KK_DETAIL revised budgets
Option: Complete a Budget Transfer

Step 3. Repeat Steps 1-2 as necessary until desired results

PART C: COMPARE KK_REVENUE AND KK_DETAIL BUDGETS

p. 62

YEAR-END CLOSING COMMITMENT CONTROL (KK) FLOWCHART

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Year-End Closing Commitment Control Checklist – KK_Detail and KK_Revenue Comparisons

p. 63

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STEP 1: Identify KK_REVEUE and KK_DETAIL Budgets

Query

Review the KK_REVENUE and KK_DETAIL
Can export to Excel to sort, filter and create pivot tables
Cannot drill down to the details

USE THIS METHOD

p. 64

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Step 2: Take Action on Balancing�KK_REVENUE and KK_DETAIL�Revised Budgets

p. 64

Complete a Budget Transfer

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STEP 3: Repeat Steps 1-3 as necessary

Step 1

Identify KK_REVENUE and KK_DETAIL budgets

Step 2

Take action on balancing KK_REVENUE and KK_DETAIL revised budgets

Step 3

Repeat Steps 1-2 as necessary until desired results

COMPARE KK_REVENUE AND KK_DETAIL BUDGETS

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PART D:�Review Encumbrance and Pre-encumbrance Balances

Are there any balances that are not clearing?

COMMITMENT CONTROL (KK)

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PART D: MANAGE ENCUMBRANCE BALANCES

Step 1: What method(s) will you use to identify encumbrance balances:

Method 1: Run Reports. Go to Box 2.
Method 2: Run Queries. Go to Box 3.
Method 3: Use Budgets Overview. Go to Box 4.

NOTE: PO Rollover process should be completed by District and payroll encumbrance balances released by System Admin before identifying encumbrance balances.

Method 1:�Run Reports

Budget Status Report
Revised Budget Summary Report
Go to Box 5 or 6

Method 2:�Run Queries

M_KK_ACTIVITY
FAR_ENCUMBRANCE_ACTIVITY
M_ENCUMBRANCE_LEDGERS_SUM
Go to Box 5 or 6

Method 3:�Budgets Overview

Navigation: Main Menu > Commitment Control > Review Budget Activities > Budgets Overview
Go to Box 5 or 6

Step 2: Do you have encumbrance and pre-encumbrance balances?

Yes, I have Requisition Pre-encumbrance balances:
Option 1: Contact Purchasing to close.
Option 2: Cancel the Requisition.
Option 3: KK_No_Post Entry

Yes, I have Purchase Order Encumbrance balances:
Option 1: Contact Purchasing to close.
Option 2: KK_No_Post Entry

Yes, I have payroll encumbrances/pre-encumbrances:
Option 1: Delete all manual KK_No_Post entries

Step 3: Repeat Step 2 as necessary until desired results are complete.

YEAR-END CLOSING COMMITMENT CONTROL (KK) FLOWCHART

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Year-End Closing Commitment Control Checklist – Manage Encumbrance Balances

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Step 1: Identify Encumbrance Balances

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Run Reports

These reports allow you to see where outstanding encumbrances are as well as the associated ChartStrings

Run Queries

Queries allow you to verify ChartStrings that have remaining encumbrance balances. Some queries sum the totals, and others provide separations of encumbrance type.

Budgets Overview

This screen can also show balances that may or may not show up in the reports. Encumbrance entries that are not posted may not show up in all queries.

3 METHODS – USE ONE OR MANY

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Method 1: Run Reports

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STEP 1

Reports can give you specific ChartFields but cannot identify the associated Requisition or Purchase Order numbers.

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Method 2: Run Queries

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STEP 1

Queries can give you specific ChartFields and also identify the activity that created the encumbrance.

They can also be downloaded into Excel to be filtered and sorted.

M_KK_ACTIVITY

FAR_ENCUMBRANCE_LEDGERS

M_ENCUMBRANCE_LEDGERS_SUM

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Method 3: Budgets Overview

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STEP 1

Budgets Overview can be used to drill down into a ChartField to find the source documents.

Navigation: Main Menu > Commitment Control > Review Budget Activities > Budgets Overview

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Step 2: Take Action on Encumbrance Balances

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Open POs and Requisitions can be closed if they are no longer needed but have been partially sourced and/or paid. Contact Purchasing.

Cancel

If no activity has taken place, and the PO was not rolled to the new year, it can be canceled. Requisitions not sourced can be canceled. Requisitions do not roll to the new year. Contact Purchasing.

KK_No_Post Entry

For encumbrance balances that have crossed years and cannot be cleared by Purchasing, create a KK_No_Post entry. For any that were created by your district for payroll purposes, be sure to delete them to remove the encumbrances.

3 METHODS – USE ONE OR MANY

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STEP 3: Repeat Steps 1-2 as necessary

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Step 1

Identify encumbrance and pre-encumbrance balances

Step 2

Take action on negative budgets

Step 3

Repeat Steps 1-2 as necessary until desired results

REVIEW ENCUMBRANCE BALANCES

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Mass Delete in KK

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Mass Delete

Activity #6

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Q & A

Before we go to the course evaluation,�what kinds of questions can we answer?

COURSE EVALUATION

Please go to the Links page on the CRC website.

Scroll all the way to the bottom and click on Peri the Muppet.